Executive Assistant

System One

Merrifield (VA)

On-site

USD 70,000 - 100,000

Full time

6 days ago

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Job summary

System One in Vienna, VA is seeking an experienced Executive Assistant to support the VP Planning & Optimization. This six-month contract requires discretion, urgency, and independent judgment in a fast-paced environment.

The ideal candidate has 7–10 years of executive support, superb calendar management, travel and expense coordination, and exemplary communication skills. The role focuses on preparing the VP for strategic priorities by coordinating across internal and external stakeholders.

Qualifications

Minimum of 7 to 10 years of executive-level administrative support.
Experience supporting senior executives in a large, matrixed organization.
Strong calendar management, travel logistics, and confidentiality.
Excellent written and verbal communication with professional polish.
Ability to anticipate needs, solve problems, and work with limited direction.

Responsibilities

Manage a complex executive calendar and time management for the VP Planning & Optimization.
Coordinate meetings with internal and external stakeholders and track action items.
Plan travel, lodging, itineraries, and expense reporting accurately.
Prepare agendas, materials, and briefings for leadership discussions.
Handle confidential information with discretion and maintain organized records.

Skills

Executive support

Calendar management

Stakeholder management

MS Office

Written/verbal comms

Discretion

Independent work

Tools

Concur

ServiceNow

SharePoint

SAP

Oracle

Job description

Executive Assistant

Location: Vienna, VA (Full-time on site)

Pay Rate: Open to Both C2C and W2 options

Position Type: Contract

Position Summary

We are seeking a highly experienced, polished, and proactive Executive Assistant to provide dedicated support to the VP Planning & Optimization. This six-month contractor role requires an individual who can operate with a high degree of professionalism, discretion, urgency, and independent judgment in a fast-paced executive environment. The ideal candidate will have extensive experience supporting senior executives, preferably in a large, complex, highly matrixed organization. This individual must be highly organized, detail-oriented, resourceful, and comfortable managing competing priorities while maintaining strong follow-through and con?dentiality.

This role is best suited for someone who understands executive-level support is not only administrative, but also operationally critical. The Executive Assistant will help ensure the VP Planning & Optimization is prepared, organized, and able to focus on strategic priorities by managing calendars, communications, meeting logistics, travel, expenses, materials, and day-to-day coordination across internal and external stakeholders.

Key Responsibilities

Executive Calendar and Time Management

Manage a complex and dynamic executive calendar, ensuring the VP Planning & Optimization's time is prioritized effectively and aligned to business needs

Anticipate scheduling con?licts, resolve issues proactively, and ensure the executive is prepared for upcoming meetings, events, and deliverables

Coordinate meetings across senior leaders, internal teams, external partners, vendors, and other stakeholders

Apply sound judgment when prioritizing requests, escalating urgent matters, and protecting time for high-priority work

Meeting Coordination and Preparation

Plan and coordinate executive meetings, leadership discussions, vendor meetings, and cross-functional working sessions

Prepare agendas, organize materials, capture notes or action items when needed, and ensure follow-up items are tracked to completion

Partner with internal teams to gather and organize materials for meetings, presentations, brie?ngs, and executive updates

Ensure the VP Planning & Optimization has the right information, context, and materials in advance of key meetings

Communication and Stakeholder Support

Serve as a professional and trusted point of contact for internal and external stakeholders

Draft, review, proofread, and format correspondence, meeting materials, and other executive communications as needed

Handle sensitive information with the highest level of con?dentiality and discretion

Represent Procurement & Vendor Management with professionalism, responsiveness, and sound judgment

Travel, Expense, and Administrative Support

Coordinate domestic travel arrangements, including ?ights, lodging, transportation, itineraries, and meeting logistics

Prepare and submit expense reports accurately and in a timely manner

Support administrative processes, including purchase requests, invoices, vendor coordination, onboarding logistics, and other operational needs as required

Maintain organized records, ?les, contact lists, distribution lists, and relevant documentation

Operational and Project Coordination

Support the VP Planning & Optimization by tracking priorities, deadlines, action items, and follow-ups across key workstreams

Assist with coordination of procurement-related meetings, leadership routines, vendor engagements, and internal business reviews

Help organize information and maintain visibility into commitments, decisions, and pending items

Identify opportunities to improve administrative processes, increase efficiency, and create smoother day-to-day operations for the executive

Required Qualifications

Minimum of 7 to 10 years of experience providing executive-level administrative support, preferably to a senior executive, C-suite leader, or equivalent

Demonstrated experience managing complex calendars, competing priorities, con?dential information, and senior-level stakeholder interactions

Strong pro?ciency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint

Excellent written and verbal communication skills, with strong attention to detail and professional polish

Ability to work independently, anticipate needs, solve problems, and make sound decisions with limited direction

Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously

High degree of discretion, integrity, and professionalism when handling sensitive or con?dential matters

Experience supporting executives in a large corporate, ?nancial services, procurement, supply chain, vendor management, or similarly complex environment preferred

Preferred Qualifications